aKademy 2006 Martijn Klingens Claire Lotion Organization of KDE - - PowerPoint PPT Presentation
Sebastian Kgler <sebas@kde.org>, FrOSCon 2006 Organization of KDE Events aKademy 2006 Martijn Klingens Claire Lotion Organization of KDE Events aKademy 2006 / September 23 th 2006 Introduction | 6 Steps to Success | Examples | Q&A
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Organization of KDE Events
Martijn Klingens Claire Lotion
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Presentation Overview
Introduction | 6 Steps to Success | Examples | Q&A
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Introduction
Three Event Types
Introduction | 6 Steps to Success | Examples | Q&A
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Six Steps to Success
Introduction | 6 Steps to Success | Examples | Q&A
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Introduction | 6 Steps to Success | Examples | Q&A “I Have a Dream!” | Kick-Off | Go/No Go | Work, Work, Work | Party Time! | Wrap-Up
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Introduction | 6 Steps to Success | Examples | Q&A
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Introduction | 6 Steps to Success | Examples | Q&A “I Have a Dream!” | Kick-Off | Go/No Go | Work, Work, Work | Party Time! | Wrap-Up
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
“Go” Determined By:
Introduction | 6 Steps to Success | Examples | Q&A “I Have a Dream!” | Kick-Off | Go/No Go | Work, Work, Work | Party Time! | Wrap-Up
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Introduction | 6 Steps to Success | Examples | Q&A
“I Have a Dream!” | Kick-Off | Go/No Go | Work, Work, Work | Party Time! | Wrap-Up
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Introduction | 6 Steps to Success | Examples | Q&A
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Introduction | 6 Steps to Success | Examples | Q&A “I Have a Dream!” | Kick-Off | Go/No Go | Work, Work, Work | Party Time! | Wrap-Up
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Introduction | 6 Steps to Success | Examples | Q&A “I Have a Dream!” | Kick-Off | Go/No Go | Work, Work, Work | Party Time! | Wrap-Up
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Examples
Introduction | 6 Steps to Success | Examples | Q&A
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Developer Meeting
Introduction | 6 Steps to Success | Examples | Q&A
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Community Meeting
Hackfest@Home
Introduction | 6 Steps to Success | Examples | Q&A
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Trade Show (1/2)
Introduction | 6 Steps to Success | Examples | Q&A
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Trade Show (2/2)
Advertising & Promotion
Introduction | 6 Steps to Success | Examples | Q&A
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Q&A
That's All Folks!
Martijn Klingens <klingens@kde.org> Claire Lotion <clairelotion@kde.nl>
Introduction | 6 Steps to Success | Examples | Q&A
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
aKademy 2006
Organization of KDE Events Martijn Klingens Claire Lotion
Goal: help people with pointers and guidelines for
that would be too detailed House keeping: questions are planned at the end This talk is also vision: eventually we want to have its content and much much more available on
with ready-made documentation, templates, papers, ready-made stuff, etc. for people who want to promote or talk about KDE. In order to make this work it needs YOU. Be sure to feedback results, examples, ... on SKO after an event.
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Presentation Overview
Introduction | 6 Steps to Success | Examples | Q&A
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Introduction
Three Event Types
Introduction | 6 Steps to Success | Examples | Q&A
Explain the three types briefly. Community Event: e.g. BBQ, New Year's Meeting, but also hackfest@home, like last year's Krita meeting at Boudewijn Rempt's place (mixture between developer and community meeting); goal: team building, meeting, planning Trade Show or conference: LinuxWorld, LinuxTag, Free Software Bazaar, SANE, ...; goal: represent and promote KDE Developer Meeting: KDE Four Core, K3M, aKademy; main goal: boost development HOWEVER, we won't really cover aKademy because
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Six Steps to Success
Introduction | 6 Steps to Success | Examples | Q&A
Martijn takes over
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Introduction | 6 Steps to Success | Examples | Q&A “I Have a Dream!” | Kick-Off | Go/No Go | Work, Work, Work | Party Time! | Wrap-Up
Goals: like “get people meet eachother” or “accelerate work on part Xyz”, “promote kde to end users”, “talk about FooBar” Inquire: ask some people so you know there's basic interest Gather: Team is needed early, especially for bigger undertakings Budget: Needed early because it determines the sponsoring part Show Stoppers: Have them ready and address them Sponsors: See if you know any off-hand already
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
COMMITMENT!
Introduction | 6 Steps to Success | Examples | Q&A
VERY important, without it you are facing a lot of stress, especially after attendees are making plans and things are reserved, because you can't back off anymore and have an obligation towards people Also, related, responsibilities! Those shouldn't exclude Fun, however. MEETINGS! Every step basically implies a meeting
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Introduction | 6 Steps to Success | Examples | Q&A “I Have a Dream!” | Kick-Off | Go/No Go | Work, Work, Work | Party Time! | Wrap-Up
Schedule: have soft and hard deadlines, meet them! Schedule gets augmented by scenario later on Location: need to hire? need a call for location? Sponsor Packages: Don't promise things you can't meet, make them match the budget calc. + margin Sponsor letter: Ask for clear answers, call them after a few weeks! Call for papers: for conferences. Kick-off, because acceptance influences go/no go Registration: needed to know who's there and when, how to contact, bio for handbooks, emergency, ...
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
“Go” Determined By:
Introduction | 6 Steps to Success | Examples | Q&A “I Have a Dream!” | Kick-Off | Go/No Go | Work, Work, Work | Party Time! | Wrap-Up
Without meeting the goals – IN TIME – seriously consider cancelling, this is the last 'safe' time to bail
Bullet items speak for themselves, though staff should be stressed. Also, not 100% coverage needed for 'go' but the outlook must be positive
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Introduction | 6 Steps to Success | Examples | Q&A
“I Have a Dream!” | Kick-Off | Go/No Go | Work, Work, Work | Party Time! | Wrap-Up
Scenario: See also kick-off Sponsor contract: realize that they also require
have to deliver Visa: for foreign people, SEND THEM IN TIME! Location: obvious Lodging: Without body count hard to reserve with accurate numbers, but do prepare and approach them; feedback to SpreadKDE
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Introduction | 6 Steps to Success | Examples | Q&A
A&P: it's not an afterthought, it's a process! Inform press beforehand, advertise, source21, Dot articles, VideoLAN, blogging. First raise awareness and curiosity, and focus more on results and successes
Program: Demos, activities, talks, key signing, ... Scenario: iterative process, but have a first draft early and refine continuously. Internal, feedback to SKO! Handbook: you got one in the aKademy bag this year, K3M attendees also had one, and it's very important for 1. attendees 2. sponsors and 3. promotion to have these for all larger events. Not for a BBQ perhaps, but definitely for something K3M-sized Final Report: Prepare layout & ToC, instruct people, material is needed, so it must be created as well :) Remind people during event.
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Introduction | 6 Steps to Success | Examples | Q&A “I Have a Dream!” | Kick-Off | Go/No Go | Work, Work, Work | Party Time! | Wrap-Up
Infrastructure: have it in place and tested beforehand,
Attention to visitors: don't chit-chat with eachother on trade shows Good host: Make sure attendees on e.g. K3M can do what they want to, leaving logistics to you Coverage --> Tangible results needed (also for Final Report), also video, podcast, ... Have people collect and provide them. Fun: Guess ;)
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Introduction | 6 Steps to Success | Examples | Q&A “I Have a Dream!” | Kick-Off | Go/No Go | Work, Work, Work | Party Time! | Wrap-Up
A&P: Again :) Obvious Dot article, but also e.g. Podcasts, interviews, etc. Budget: important for future reference, and some sponsors may demand it, as well as the e.V. board Final Report: Especially for Sponsors, but don't underestimate long-term promo value for future events! + VideoLAN, Source21, ... Evaluation: A&P, Finance, resources, tangible results Docs: SPREADKDE! Fold drop box + survey/user feedback into SKO docs
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Examples
Introduction | 6 Steps to Success | Examples | Q&A
Cover the main types shortly. The Marketing Team wants to provide more detailed guidelines and ready-made examples on SpreadKDE.org, so if you want to help out, drop us a note!
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Developer Meeting
Introduction | 6 Steps to Success | Examples | Q&A
Goal: Development Boost, secondary: team building Preparation: Make sure to have a good team, and plan
International: Think of visa, tickets, and the costs! Per day travel: Venue close to sleeping is more productive, likewise with meals! Pick-up service? Internet, ...: Make sure there is enough bandwidth and that IRC and Subversion are accessible, have an IceCream build cluster covered, ... Bandwidth also important for streaming Multi-day: Higher costs, more planning and logistics Costly: Sponsors are a must!
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Community Meeting
Hackfest@Home
Introduction | 6 Steps to Success | Examples | Q&A
Would-be: The simplest event, so good for starters Team Building: very effective for attracting people in KDE and keeping existing people, also good for discussing things more efficient than by mail Hackfest: Entirely different, mixture of developer meeting and community. Much of the simplicity and low costs of community meeting, but network requirements and multi-day scope of developer meeting Location: probably at someone's home or university
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Trade Show (1/2)
Introduction | 6 Steps to Success | Examples | Q&A
Goal: People who know little about KDE or certain parts Reserve: Once you have it you can plan, and if you're early you can prepare better Negotiate: We're free software, and don't usually pay for a booth. Only for VERY special occasions we can and should pay for a booth. Dress code: mixed-dressed can help Partnering: other free software projects often can team
for example. KDE-NL has shared booth space with GNOME-NL multiple times, allowing a free booth to both projects rather than no both at all for both. Speakers: If there are good speakers they can provide good publicity, and often speakers have travel cost and lodging paid for
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Trade Show (2/2)
Advertising & Promotion
Introduction | 6 Steps to Success | Examples | Q&A
booth stuff for give-away (flyers, cd's), but also for just showing off to e.g. potential sponsors. Have e.g. handbooks ready. Success Stories: Show what KDE is doing in country XYZ or international. Important for potential contributors and sponsors Demo: also background presentations/usage Booth Box: contains promo material. it's there now, use it! And enhance! Try KDE: It works. Point people to it. URL, live cd's, vmware, Kubuntu ship-it Merchandise: konqi's, mugs, shirts, also: URLs for
BUSINESS CARDS!
Sebastian Kügler <sebas@kde.org>, FrOSCon 2006
aKademy 2006 / September 23th 2006 Organization of KDE Events
Q&A
That's All Folks!
Martijn Klingens <klingens@kde.org> Claire Lotion <clairelotion@kde.nl>
“Questions?”
Introduction | 6 Steps to Success | Examples | Q&A
Point out SpreadKDE once again. Point out that the goal is to provide handbooks, documentation, templates and examples, so if people are missing something they are encouraged to add it.